Grant of Exemption from EPF – Standard Operation Procedure (SOP) issued by EPFO vide Order dated 22.08.2023

EPFO, HEAD OFFICE
MINISTRY OF LABOUR & EMPLOYMENT, GOVERNMENT OF INDIA
14, BHIKALIT CAMA PLACE, NEW DELHI

No. E-t/10(119) 2022/ 7SOP Grant /3635

Dated: 22.08.2023

To,

All ACC(HQ)/ ACC (Zones)
All RPFC-1/ RPFC-H/ APFC In-charge of Field Offices

Subject: Standard Operation Procedure (SOP) for Grant of Exemption – regarding

Madam Sir,

With reference to the statutory provisions contained in Section 17(1) of the EPF Act, the exemption fora class of employees is regulated by Section 17(2) of the Act & the enabling provision enshrined in Para 27A of the EPF Scheme, 1952: the SOP tor Grant of Exemption describes the process through which the proposals of exemptions are to be examined and forwarded with recommendations by the field offices to Head Office, EPFO. The Head Office examines and obtains recommendation of its committees and the Central Board to communicate for the consideration of the appropriate Government.

This SOP is in supersession of all the previous instructions and circulars issued till date. The list of circulars and instructions to be superseded is annexed herewith as Annexure – I.

The ACC(HQ)/ ACC (Zones) to ensure compliance of this SOP in their respective office and in the regional offices under jurisdiction.

All RPFC-1/ RPFC-II /APFC In-charge of Field Offices are to ensure the compliance in respec.ve offices. In addition, this SOP may be shared to the establishments applying for the grant of exemption under their jurisdiction.

[This issues with approval of ACC-HQ (Exemption)]

Yours faithfully,

(P Veerabhadra Swamy)
ACC (Exemption)

Enclosed:

1. Approved SOP for Grant of Exemption

2 Annexure-I containing all the previous circulars /instructions superseded.

Download EPF Standard Operation Procedure (SOP) for Grant of Exemption PDF

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DEFENCE ACCOUNTS DEPARTMENT (DAD) HEADQUARTERS
Ulan Batar Road, Palam, Delhi Cantt.- 110010
Phone 011-25665561, 25665745 Fax:25674806 / 25674821
email: grievancecgda.dad[at]gov.in
(Grievance Cell)

No. AN/Grievance /Report Meeting/VoI/VIII/E-1972

Dated: 30.06.2022

To
All the PCSDA/PIFAs/ PCA (Fys.)/CsDA/IFAs/ NADFM/RTCs.

Subject:- Strengthening of Grievance Redressal Mechanism in the Department -Nomination of Officers for Handling of Appeals and Standard Operating Procedure {SOP} for Appeals – reg.

Reference:- HQrs Office circular of even number dated 22.07.2021, 28.10.2021 & 23.12.2021.

Reference is invited to this Grievance Cell of HQrs Office circulars of even no. dated 22.07.2021 {Cir. No. 4542 on website}, circular dated 28.10.2021 {Cir No. 4647 on website}and dated 23.12.2021 {Cir No. 4681 on website} under reference on the subject.

2. Based on the guidelines issued by the Dept. of Administrative Reforms & Public Grievances, Min. of Personnel, Public Grievances & Pensions and MOD (Fin), the nomination of officers for handling grievance related issues have been revised by the Competent Authority, viz, CGDA. The details of officers nominated to deal with Appeals on Grievances received in the DAD HQrs and the MOD (Fin) are as under:-

3. Further, with a view to ensure smooth handling of Appeals on Grievances in the Department and also to ensure uniformity in dealing with the same, a Standard Operating Procedure {SOP} for handling of Appeals has been prepared and attached to this communication as Annexure ‘A’. It is requested that prompt action may be taken on the appeals to ensure disposal of the same within the prescribed time limits.

4. Further, a copy of the SOP for handling grievances circulated earlier is also attached as Annexure “B” for instant reference.

5. Suggestions for improving the processing/handling of Appeals/Grievances, if any, can be furnished {even in individual capacity by officers/staff also} through e-mail at “grievancecgda.dad@gov.nic. in’.

Sd/-
(Rajeev Ranjan Kumar)
or. Dy. CGDA (Estt.)

Annexure ‘A’

Handling of Appeals/Complaints against Disposal of Grievances – Standard Operating Procedure SoP

1. What is Appeal against Disposal of Grievance?

i. An Appeal is an application/complaint to the Appellate Authority with the request for review or reconsideration of the decision of the competent authority, who had earlier considered & redressed the grievance.

2. Who can prefer Appeal?

i. Any person, who had earlier preferred a grievance which was disposed of [closed and the individual is not satisfied with the decision of the competent authority who had earlier considered & redressed the grievance, may prefer an Appeal/Complaint.

3. Submission of Appeals

• i. An Appeal/ Complaint can be made only after final disposal of the grievance initially lodged. No Appeal is allowed against a grievance which is pending.
• ii The Appeal should contain details of the grievance and reply furnished to the individual in disposal of grievance. Incomplete appeals will not be considered.
• iii. Where the grievance has been received & disposed of through DARPG’s online pg-portal, appeal against such disposal shall be made through the DARPG’s pg-portal meant for Appeals only.
• iv. Where a grievance is received in hard-copy & disposed similarly, any appeal against such disposal shall be made through hard-copy only. Further, if any grievance is received through e-mail & disposed of through e-mail or hard-copy, appeal in such case should also be in hard-copy only. Submission of Appeals through E-Mail is not accepted.

4. Receipt of Appeals in DAD HQrs. Office & Action by Grievance Cell

• i. Appeals are received either through online pg-portal or in hard-copies.
• ii. Appeals received through pg-portal will initially be received by Nodal Appellate Authority in MOD (Fin) and the same will be forwarded online to the concerned Sub-Ordinate Appellate Authority in DAD HQrs., viz., Pension Cell for pension related appeals and to Grievance Cell for all other issues.
• iii The Grievance Cell, on receipt of Appeals, will further transmit the same to the concerned Sections of DAD HQrs./PCA (Fys.)/PCsDA/CsDA through pg-portal for examination & necessary action.
• iv. Appeals received through pg-portal and which do not pertain to the Department, will be either transmitted to the concerned Ministry/Department or returned back to the MOD (Fin)/Appellant as the case may be.
• v. Where a grievance was initially processed & finally disposed by the Grievance Cell of DAD HQrs. itself on pg-portal, Appeals in such cases will be processed by the Grievance Cell at their end for obtaining orders of the Sr.Joint CGDA/Joint CGDA concerned and disposed of the same. However, in certain cases, such Appeals can also be forwarded to concerned Section of DAD HQrs./ PCDA/CDA, if considered necessary, based on the nature and/or contents of the Appeal.
• vi Appeals received in hard-copies {grievances received initially in hard copies or through e-mails and disposed in hard copies} will be verified to ensure that the original grievance has been disposed through hard copy only. Thereafter, the same will be diarised with dak ID No. & date and entered in the Appeal Register (manual or electronically) by the Task-Holder. Thereafter, the same will be forwarded to the concerned Section of this HQrs office IPCA(Fys.)//PCsDA/CsDA, through a forwarding memo, for examination & disposal of the said appeal.
• vii. Where an appeal is received in hard-copy without necessary supporting documents or details of grievance initially disposed of, the Grievance Cell of DAD HQrs. may return the same to the appellant with request to re-submit the same with requisite details.
• viii. In case of any Appeal received through E-Mail, the appellant will be advised, through E-Mail only, to submit Appeal through pg-portal or in hard copy only.

5. Action by concerned Sections of HQrs Office

• i. On receipt of an appeal from the Grievance Cell of DAD HQrs. on pg-portal, the same will be examined in the Section of HQrs Office for further necessary action. After obtaining approval of the Competent Appellate Authority, viz., Sr. Joint CGDA / Joint CGDA concerned, a suitable reply in the form of speaking order will be issued to the appellant through post/mail and the ATR to be up-loaded on pg-portal for closure of appeal on portal by Grievance Cell. While issuing final reply to appellant or endorsing copy to Grievance Cell, it is necessary to mention that the disposal has the approval of the Sr. Joint CGDA / Joint CGDA.
• ii. In cases where the PCDA/CDA/Sub-Office is required to be consulted in the matter for further comments and/or additional inputs, the Section of DAD HQrs. may further refer the matter to the PCDA/CDA concerned from their end. However, final disposal of Appeal will be done as indicated at Para 5(i) above.
• iii. In case of receipt of appeals in hard-copies, the matter may be taken-up further with PCDA/CDA concerned, for their examination and further necessary action, where details/additional inputs are required, through post/e-mail as the case may be. After obtaining approval of the Sr. Joint CGDA / Joint CGDA concerned, a suitable reply will be issued to appellant by post and copy of the same/ATR endorsed to the Grievance Cell of DAD HQrs. for formal closure of the appeal and updation of records.
• iv. As far as Appeals on Pension related issues are concerned, the Nodal Appellate Authority in MOD (Fin) may also directly transmit the same to Sub-Appellate Authority in Pension Cell of DAD HQrs., who in turn may further take-up the matter with concerned PCDA/CDA/Sub-Offices for necessary comments/inputs. On receipt of requisite comments/inputs, the final disposal will be as per Para 5(i) above.

6. Action by PCDA/CDA ( Now as an Appellate Authority)

i. On receipt of appeal from the Office of the DAD HQrs., on pg-portal the same will be examined in PCA(Fys)/PCsDA/CsDA for further necessary action. After obtaining approval of the Appellate Authority (ie. PCsDA/CsDA) a suitable reply in the form of speaking order will be issued to the appellant through post/mail and the same ATR to be up-loaded on the PG portal for closure of appeal on portal by Grievance Cell. The appeal should be redressed at the earliest but not later than 15 working days.

7. Closure of Appeal/Complaint

• i. The Grievance Cell will examine the ATRs/Remarks uploaded on pg-portal by the Sections of the DAD HQrs./ PCA (Fys)/PCsDA/CsDA to ensure that the appeal has been disposed of with the approval of the Competent Authority and the appellant has also been informed of the action taken in the matter. Thereafter, the appeal will be closed by the Grievance Cell of DAD HQrs. and submit the same to the Nodal Appellate Authority in MOD (Fin) for final closure or further action, as the case may be.
• ii. Where appeals have been received directly in HQrs Office {hard copies/e-mails} and have been processed in hard-copies, the Grievance Cell of the DAD HQrs. will examine the ATRs/Copies of Replies endorsed to it and close the appeal. The Grievance Cell will update their data/records accordingly.
• iii. In cases, where the action taken by the Sections of the DAD HQrs./ PCsDA/CsDA office is found to be inadequate or incomplete, the Grievance Cell may request for re-examination/ revisit of the appeal by remitting back the appeal to the Sections /sub offices concerned.
• iv. In all the cases, it is necessary to ensure that the Appellant has been informed of the action taken in the matter.

8. Management Information System (MIS)

• i. Record/details of all the appeals received in hard-copies and their disposals will be maintained by the Grievance Cell, concerned Sections of the DAD HQrs./PCA(Fys)/ PCsDA/CsDA and furnished the reports as & when called for by the Ministry/DARPG.

Annexure ‘B’

The SOP for handling of grievances circulated vide HQrs Office circular bearing No. AN/Grievance/ Report Meeting/Vol.VIIl dated 16.12.2020 and as further amended vide HQrs circular dated 03.08.2021, is reproduced for instant reference and use.

Handling of Grievances in the Defence Accounts Department – Standard Operating Procedure

1. What is Grievance?

i. Grievances are expressions of resentment against specific acts of omission or commission that are wrong or perceived as wrong and require corrective action to be taken. In other words, if a grievance is received, it needs to be redressed.

ii. For the present purpose, grievances include complaints by service recipients against non-delivery of services as expected by service recipients but do not include requests for service delivery in the normal course (i.e. not before exhausting prescribed channels). However, the following are NOT covered under Grievances and not taken-up for redress

• Sub-judice cases or any matter concerning Judgement given by any Court
• Personal and family disputes
• RTI matters (non-furnishing of replies under RTI)
• Anything that impacts upon territorial integrity of the Country or friendly relations with other countries
• Suggestions {including grievance involving policy matters of the Govt. of India (DOPT, Min. of Finance, Min. of Law & Justice etc.)}

2. Who can prefer grievance

i. Officers & staff (including retired) of the DAD, the Armed Forces personnel including Defence Civilians as well as Public can lodge their grievance, if any.

ii. The person who seeks redress of his/her grievance shall submit representation/ grievance under his/her own signature or through online. Representations submitted by spouse/relatives will be considered as complaints only and will be treated accordingly. The only exceptions may be cases in which, because of the death/physical disability etc. of the Govt. servant, it is impossible for the Govt. servant himself to submit a representation; the spouse/relatives may represent. (GOI, MHA OM No.
F.25/21/63-Estt(A) dated 19.09.1963 reproduced as GID No. 4 below Rule 20 of Swamy’s Compilation of CCS (Conduct) Rules, 2019 Edition.} (Annexure-I). (Annexure-I not reproduced).

iii. Efforts shall be made to prefer grievance in clear & unambiguous terms by mentioning details of the individual representing and the relief sought. Copies of all the documents relevant to the case shall be uploaded/enclosed.

3. Prerequisites for submission of grievance, if any

i, Whenever a Government servant wishes to press a claim or seek redress of a grievance, the proper course for him/her is to address his/her immediate official superior or Head of his/her Office or such authority at the lowest level as is competent to deal with the matter. A representation/grievance may not be made unless the appropriate lower authority has already rejected the claim or refused relief or unduly delayed disposal of case. A person may lodge the grievance only after exhausting the prescribed normal channels.

ii. Needless to add, submission of representations including grievances by- passing prescribed channels can be treated as an unbecoming conduct attracting provisions of CCS (Conduct) Rules, 1964. This would include all forms of communication including through e-mails or public grievance
portal etc. The DOPT OM _ F.No.11013/08/2013-Estt.(A-III) dated 31.08.2015 refers. (Annexure-ll). (Annexure-II not reproduced).

4. Receipt of Grievances in DAD HQrs Office & Action by Grievance Cell

i. Grievances are received in DAD HQrs. through online pg-portal from MOD (Fin), hard copies by post, soft copies through e-mail etc.

ii. Grievances received through pg-portal will be first examined in the Grievance Cell, to verify whether the same are covered under the definition of ‘grievance’ or not. In case the same is NOT covered under the definition of ‘grievance’ and only a complaint/representation or suggestion in nature, the Grievance Cell will make a note/remarks to this effect in the relevant column on the pg-portal itself and closes the grievance. However, complaints/representations received on pg-portal through PMO/President’s Secretariat will be processed on E-Office for obtaining approval of the Public Grievance Officer before closure. After closure of such complaints/suggestions on portal, the same are transmitted through e-mail or print-outs to the concerned Sections in the HQrs Office/PCDA/CDA for necessary action as deemed fit.

The Grievances, which are covered under the definition of ‘grievance’, will be forwarded, through the same portal, to the concerned Sections of HQrs Office for examination & necessary action. Where there is any difficulty in identifying the Section to whom the grievance pertains, the SAO/AO (Grievance) and/or the Public Grievance Officer will be consulted by AAO/Task-Holder.

{Para 4(ii) as amended vide circular dated 03.08.2021}

iii. Representations received in hard copies will be diarised with dak ID No & date and enter in the workbook by the task holder. The same shall be examined in the Cell and if the issue(s) raised in the representation falls under the definition of Grievance, the same shall be scanned and uploaded on pg-portal with CGDAN login credentials and thereafter, forwarded to concerned Sections of HQrs Office for further necessary action.

iv. The hard copies of representations, which are NOT covered under the definition of grievance, shall not be uploaded on portal but forwarded to the concerned Sections of HQrs Office dealing with the subject matter with a forwarding memo for examination and further necessary action at their end as deemed fit.

{Example:- Shri/Smt. ‘X’ is a DAD employee. If ‘X’ represents for his/her transfer after exhausting prescribed channels, the same will be a ‘Grievance’. In case, ‘Y’, the spouse/relative of ‘X’ represents, the same will be treated as a complaint/representation only.}

v. Representations received through E-Mails shall be examined by the Grievance Cell. Print-outs of the representations, which are covered under the definition of grievance, shall be taken and uploaded on the portal using CGDAN login credentials. Thereafter, action as above shall be taken.

vi. The E-Mails which are NOT covered under the definition of grievance, shall be forwarded, through E-Mail only, to the concerned Sections of HQrs Office dealing with the subject matter for examination and necessary action at their end.

Note:- 1. The Grievance Cell monitors the receipt, progress and final disposal of the grievances and renders requisite reports to the Ministry.

2. The grievances shall be examined and redressed by the concerned Sections of the HQrs Office, dealing with the policy matters on the subject. Where grievances are further transmitted by HQrs to the PCDA/CDA, they may examine & dispose of the same.

3. The representations/complaints against the officials of DAD without having any vigilance angle shall be handled by the Grievance Cell and forwarded directly to the concerned PCDA/CDA for examination & appropriate action as deemed fit.

{Example:- The wife of an official of DAD, complaining that her husband is not taking proper care of the family or alleging any misbehavior (family disputes). However, in cases where an FIR has been lodged or Criminal Case filed, the same shall be forwarded to AN (Discipline & Vigilance Section) for examination & further necessary action.}

5. Action by concerned Sections of HQrs Office

i. On receipt of a grievance from the Grievance Cell, the same shall be examined in the Section of HQrs Office for further necessary action. In case the same is NOT covered under the definition of ‘grievance’, the same shall be considered as a representation/complaint only & processed for further necessary action as deemed fit. The individual shall be intimated suitably and copy of letter/action taken (ATR) uploaded on portal to enable the Grievance Cell to close the grievance (recommendation to Grievance Cell for closure).

ii. In cases other than (i) above, the issue raised in the grievance shall be examined and necessary corrective action taken. The action taken may be intimated to the individual concerned through a letter by post and the same/ATR up-loaded on pg-portal for closure of grievance on portal by Grievance Cell.

iii. In case where the PCDA/CDA is required to be consulted for further action or clarification, the Section of HQrs may further refer the matter, through pg-portal for necessary action by PCDA/CDA. After completion of action, the same shall be intimated to the individual concerned through a letter by post and copy/ATR uploaded on the portal for further action by Grievance Cell.

6. Action by PCDA/CDA

i. On receipt of grievance from HQrs Office for any clarification/details, the Office of PCDA/CDA shall examine the issue and furnish the requisite clarification/details to HQrs at the earliest to enable them to take further necessary action in the matter.

ii. Where the HQrs Office has transferred the grievance to the PCDA/CDA concerned, the Office of PCDA/CDA shall examine the issue(s) raised in the grievance and redress the same at the earliest and preferably, within 30 days. As per the revised guidelines, the grievances should be redressed finally within forty five (45) days from the date of its receipt in the Department. In case redressal is not possible within the prescribed time-frame due to any valid reasons, an interim reply shall be given to the petitioner.

However, the grievances related to the pensioners should continue to be finally resolved within 30 days in compliance of the decisions taken during eSamiksha in respect of Dept. of Ex-Servicemen Welfare on 08.11.2019. Further, the grievances under COVID-19 category shall continue to be taken up on high priority and resolved maximum within 3 days.”

{Para 6(ii) as amended vide circular dated 03.08.2021}

iii. | After resolving the issue raised in the grievance, the individual concerned shall be intimated through a letter to be sent by post and also copy uploaded on portal.

7. Closure of grievances

i. The Grievance Cell shall examine the ATRs uploaded by the Sections of the HQrs Office / Offices of PCSDA/CsDA to ensure that the grievance has been redressed and also that the individual concerned has been informed of the action taken in the matter. Thereafter, the grievance shall be closed.

ii. In cases, where the action taken by the Sections of HQrs/PCDA/CDA is found to inadequate or incomplete, the Grievance Cell may request for re-examination/ revisit of the grievance through portal.

8. Management Information System (MIS)

i. To ensure that the grievances are being handled as per the provisions on the subject and also to examine the areas of concern requiring improvement, all the PCsDA/CsDA will hold Fort-Nightly Meetings in their respective offices to discuss pending grievance, if any. In this regard, Para 4 of MOD ID No. F.36(7)/2019-D(PG/O&M) dated 30.12.2019, circulated vide HQrs Office circular bearing No. AN/Grievance/Report Meeting/Vol. VIII dated 10.01.2020 also refers.

ii. The details of grievances pending over 45 days, with justification for delay, shall be forwarded to the Grievance Cell of HQrs Office on monthly basis for appraisal of the Public Grievance Officer and furnishing of requisite reports to the Ministry. The Monthly Reports in respect of PCsDA/CsDA shall have the approval of PCDA/CDA concerned. Similarly, if grievances are pending with the HQrs Office only, the concerned Section/Wing of HQrs Office shall furnish the report, duly approved by the Joint CGDA concerned. The reports shall reach HQrs Office, through e-mail grievancecgda.dad[at]gov.in by 5th of the following month.

9 User Manual for “Centralized Public Grievances Redress and Monitoring System (CPGRAMS) is available on the Ministry of Personnel, Public Grievances & Pensions, Dept. of Administrative Reforms and Public Grievances DARPG website.

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North Block, New Delhi
Dated 24th November, 2020

OFFICE MEMORANDUM

Subject: Grant of Advance – Special Festival Package to employees working in Autonomous Bodies.

The undersigned is directed to say that with a view to enable Government employees to meet expenses relating to festivals and to encourage spending thereby giving a boost to economic activities, in pursuance of decision taken by the Government, this Department vide O.M. of even No. dated 12th October, 2020 (copy enclosed) has issued order for grant of interest free advance amounting to Rs. 10,000/- as a Special Festival Package to be paid in advance to Government employees.

FinMin Order – Grant of Advance – Special festival package to Central Government Employees SOP – UTSAV Card

2. In this regard it is clarified that Nodal Ministry/Department may consider adopting this Special Festival Package on similar terms as prescribed in this Department’s O.M. of even No. dated 12th October, 2020 to employees working in Autonomous Bodies as well within the existing budgetary provision and no additional fund will be provided for this purpose.

(S. Naganathan)
Dy. Secretary to Government of India

To

All Ministries/ Departments of the Government of India

Source: DoE

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No. 12(2)/2020- E.II(A) (Pt)
Government of India
Ministry of Finance
Department of Expenditure

North Block, New Delhi
Dated 16th October, 2020

OFFICE MEMORANDUM

Subject: Issuance of Pre-loaded Rupay Cards for Government Servants as part of Special Festival Package.

The undersigned is directed to invite attention to this Department’s O.M. of even No. Dated 13th October 2020 wherein a guideline for Standard Operating Procedure (SOP) was issued for disbursal of pre-paid UTSAV Card.

Also check: FinMin Order – Grant of Advance – Special festival package to Central Government Employees SOP – UTSAV Card

2. In this regard it is stated that that Department of Financial Services vide their O.M. No. F. No. 29/3/2020-BO.II dated 14th October, 2020 has issued some guidelines need to be followed by DDOs and appointment of a Nodal Officer in each Ministry/ Department for this purpose. A copy of the same is enclosed for taking necessary action.

3. All Ministries/ Departments are requested to take necessary action for smooth implementation of Special Festival Package on immediate basis.

(Sunil Kumar)
Under Secretary to the Government of India

Also Read:  FinMin Order – Grant of Festival Advance to Central Government Employees

F.No. 29/3/2020-BO.II
Government of India
Ministry of Finance
Department of Financial Services

Jeevan Deep Building, New Delhi
Date: 14th October, 2020

OFFICE MEMORANDUM

Subject: Issuance of Pre-loaded Rupay Cards for Government Servants as part of Special Festival Package

This is with reference to the Department of Expenditure’s (DOE)’s OMs No. 12(2)/2020-Ell (A) dated 12.10.2020 and 13.10.2020 to all Ministries / Departments of the Government on the subject captioned above (copy enclosed). In this regard, DOE is further requested that all Ministries / Departments may kindly also be instructed as follows:

• a) All the DDOs may be instructed that the data in the format required by SBI may be sent to SBI as soon as possible, since the processing, generation and printing of cards will take time, as was already indicated as per the flowcharts indicating the steps in the card manufacturing and card delivery processes. Therefore, the indent for the cards (including the tentative number of cards expected to be applied for) may be given by the respective DDOs to SBI immediately.
• b) Since the cards and the PINs have to be made available at the concerned branches, the details sought from DDOs regarding their names, email addresses, mobile numbers, and the respective SBI branches where they are maintaining accounts/ nearest SBI branch, is required to be sent to SBI by the end of this week positively, for enabling SBI to map the link branches and arrange delivery logistics.
• c) The DDOs may also be instructed that the names and mobile numbers of the respective staff to whom the festival advance has been / is being sanctioned may also be provided to SBI, because in the absence of this, e-commerce will be difficult to carry out later as OTP is required to be sent to the mobile number of the card user. This instruction has not been emphasized in DOE’s OM dated 13.10.2020, and may kindly be stressed upon.
• d) Each Ministry / Department may be asked to nominate a Nodal Officer for this purpose, who will coordinate in this regard within his / her own Department. The names and telephone details of Nodal Officers may be communicated to SBI urgently.
• e) The nodal officer from SBI is Ms. Vidya Krishnan, CGM (D&TB P&Q), State Bank of India, Corporate Centre, Mittal Tower, Nariman Point, Mumbai – 400 021 (Tel: 022-22835512). All communications to SBI may necessarily be marked to cgmpo.dtb@sbi.co.in dqmdebitcards.dtb@sbi.co.in and agm2debitcards.dtb@sbi.co.in

2. It is requested that necessary directions may kindly be issued by DOE for smooth implementation.

(Raghav Bhatt)
Deputy Director

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F.No. 12(2)/2020- E.IIA(Pt.)
Government of India
Ministry of Finance
Department of Expenditure

North Block, New Delhi.
Dated: 13 October, 2020

Office Memorandum

Sub: Grant of Advance – Special festival package to Govt. Servants.

The undersigned is directed to refer to this department’s OM of even number dated 12.10.2020 on the above mentioned subject and to say that the following SOP (Standard Operating Procedure) for disbursal of pre-paid UTSAV Card will be followed by all DDOs / HOOs concerned:-

Also check: FinMin Order – Grant of Festival Advance to Central Government Employees

• On receipt of application for grant of Special Festival Package advances, each DDO will advise the number of UTSAV Cards required by them and SBI Branch details where the DDO account is maintained along with IFSC code. In case DDOs do not have an account in SBI they have to identify the nearest SBI Branch and advise the name of the Branch and the IFSC code for the purpose of receiving the Cards.
• Each card will be of fixed denomination of Rs. 10,000/-.
• A SPOC detail at each DDO level to be provided for better coordination. (e-mail ID and contact details of DDO and SPOC to be provided).
• All the above details (standard indent format for UTSAV Card is attached) to be mailed to agm2debitcards.dtb/aisbi.co.in with a copy to dgmdebitcards.dtba@sbi.co.in. This information needs to be sent as early as possible.
• Based on the above indicative list. Card Procurement orders will be placed by SBI and UTSAV Cards delivery schedules (to SBI Branches) will be advised based on the indicative requirements provided.
• The envelope containing the individual Card & PIN will be made available at the identified Branches (where DDO’s accounts are maintained) as per schedule provided.
• The identified Branches will intimate the respective DDO about the receipt of the card. DDO will then provide the Branch Debit Authorisation / Cheque for the number of cards required along with the Standard Procurement Format, which will be shared with DDOs.
• The duly filled in Standard Procurement Form (both in hard copy and soft copy) needs to be provided to the Branch along with the debit authorization / Cheques from the DDOs. In case where the DDO does not maintain an account with SBI branch he has to provide a Bankers Cheque / Govt. Cheque drawn in favour of the SBI Branch identified by them earlier.
• Branch will issue / activate the above cards (as per the indent provide by the DDO) in Bank’s system against acknowledgment from the DDOs after realization of payment.
• The DDO will take necessary precautions in safe handling of cards and distribution to identified persons.
• A nominal change of Rs.36 plus GST will be charged for each card and will be bore by the Ministry / Department.

2. These orders will take effect from the date of issuance of this Office Memorandum and will be in force during the current financial year i.e. 2020-21 only.

3. All the Ministries / Departments are requested to bring the contents of this OM to the notice of all its Attached and subordinate office for their information / necessary action.

S.Naganathan
Deputy Secretary to the Government of India

To

All Ministries / Departments of Government of India

Source: DoE

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DIRECTORATE OF POSTAL LIFE INSURANCE
Department of Posts,
Ministry of Communications,
Government of India
Chanakyapuri Post Office Complex, New Delhi-1 10021

No 25-04/SOP/ 2020-LI

Dated 18.08.02020

Sub: Standard Operating Procedure (SOP) for settlement of PLI/RPLI death claim cases.

As per the norms laid down in Citizen Charter, the death claims of PLI/RPLI are to be settled within 30 days in respect of normal claim cases and 90 days in respect of those cases involving investigation.

2. In this connection, kindly find enclosed a Standard Operating Procedure (SOP) for settlement of PLI/RPLI death claim cases along with following annexures:-

3. This SOP may be widely disseminated across the’ Circles and all may be strictly instructed to follow the procedure laid down in SOP adhering to the timelines given in the SOP for carrying out different activities at various levels.

4, Necessary amendment required in Rule.39 of POLI Rules, 2011 in consequence of these instructions will be notified accordingly.

5. This issues with the approval competent authority.

(Hariom Sharma)
Deputy Divisional Manager-II

9. Time limit prescribed (in working days)

9.1 In case No Inquiry is required

9.2 In case Inquiry is required

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No.19011/1/2020 -TFA
Government of India
Ministry of Personnel, Public Grievances and Pensions
Department of Personnel & Training

Old JNU Campus New Delhi
Dated the 3rd July, 2020

OFFICE MEMORANDUM

Sub: Containment of Covid-19 – Standard Operating Procedure (SOP) for functioning of Training Institutes of the Central and State/ UT Governments w.e.f. 15th July, 2020 – reg.

The undersigned is directed to refer to Ministry of Home Affairs’ Order No.40- 3/2020-DM-1(A) dated 29th June, 2020 vide which guidelines for Phased Reopening (Unlock 2), outside Containment Zones, as part of measures for containment of Covid¬19 have been issued. As per these guidelines, Training Institutes of Central and State Governments will be allowed to function w.e.f. 15th July, 2020 in accordance with the SOP to be issued by DoP&T.

2. Accordingly, the SOP finalized in consultation with the Central Training Institutes is at Annexure.

Encl: As above.

Also check: Issues faced by the Central Government Employees, especially COVID-19 – Confederation

(A.N. Narayanan)
Deputy Secretary to the Govt. of India

Annexure

Sub: Reopening of Training Institutions of Central/ State Governments – Framing of Standard Operating Procedure (SOP) – reg.

Ref: Guidelines on Unlock 2 annexed to Ministry of Home Affairs’ Order dated 29.06.2020

The Central and State Training Institutes shall observe the procedure outlined below and ensure that all the necessary steps are taken to avoid spread of Covid-19 while carrying out their activities with effect from 15.07.2020:

I. General Guidelines

• As far as possible training programs should be conducted in digital/ online/ virtual mode. Where it is necessary to conduct training in physical mode, the duration of the training program should be reviewed carefully to make it more compact by separating the training curriculum into digital and physical mode.
• Observance of all social distancing, wearing of masks and other COVID related protocols, as prescribed by Central and State / District Health authorities from time to time should be ensured by the Training Institute.
• All Class rooms, Staff Rooms, offices, hostels, Corridors, Lobbies, Common areas and washrooms etc. should be thoroughly cleaned/ sanitised as per procedure prescribed by the Ministry of Health and Family Welfare.
• With a view to ensure safety, on best effort basis, the Training Institutes should ensure that the Arogya Setu app is downloaded and installed by all trainees /other staff and faculty having compatible phones.
• Training Institutes should notify Nodal Officers for COVID related administrative responsibilities and also constitute Committees with clear demarcation of roles especially for COVID related matters.
• All the trainees and personnel of the Training Institutes should be encouraged to proactively disclose their health status including fever/cough/sore throat/influenza like symptoms, to the Institute medical authorities.
• A functional medical clinic/ centre with the presence of qualified doctor(s) and nursing staff may be made available in each Training Institute with a protocol in place for treating of staff/ faculty /trainees with flu like symptoms. SOPs should be developed in consultation with local Public Health Authorities to ensure quick response for testing and isolation/ quarantine of symptomatic patients etc.
• Separate quarantine/ Isolation facility for COVID 19 positive I suspect cases should be created, in consultation with local Public Health Authorities, by the Training Institutes.
• Liaising should be established with local laboratories / hospitals/ Ambulance services and District Health Authorities for providing prompt Covid 19 testing / treatment facilities.
• Entry of visitors to training institute should be restricted, Such visitors, if permitted, should be allowed only after proper screening as per the prescribed protocols. Thermal scanner should be installed at the entry points.
• Entry and exit to Training Institutions may be regulated to ensure that no outside visitors are allowed to enter; staff, employees (including contract employees, vendors and vehicles who I which are deployed for material procurement and logistical duties maybe sanitized, screened, and thermally scanned before each entry into the Training Institutions as appropriate.
• Touch-free hand liquid hand sanitizers should be placed at the entry and all prominent places in the Institute such as reception, conference rooms, lecture halls etc. and every person-faculty member /staff member/ visitor/ trainee¬ entering the premises should sanitize their hands before entering the enclosed spaces.
• All the vendors, suppliers, housekeeping staff, workers etc. should preferably be accommodated in staff quarters to the extent feasible. Where it is difficult to accommodate all of such staff, they should be carefully screened before permitting entry into the campus and should not be deputed for duty in proximity to officer trainees.
• Certain categories of people with co-morbid conditions are at high risk as identified by the MoHFW. It will be desirable for such trainees to attend courses online from their place of current posting /ATI. Such High-Risk individuals could include:
  • Pregnant women, lactating mothers
  • People with the following medical conditions

1. Severe Asthma or chronic lung disease
2. High BP.
3. People with chronic kidney disease undergoing dialysis
4. Serious heart condition
5. Any other medical condition that has potential high risk in the COVID environment in the opinion of a medical expert.
6. Any other category / symptom as notified.

• The Training Institutes can consider methods of determining the fitness of trainees, before joining, depending on local conditions. They could consider for e.g. obtaining an online declaration from all the trainee officers that they are not at ‘higher risk’ in terms of instructions of Ministry of Health and Family Welfare, or in terms of status available on Aarogya Setu App etc

II. Arrival of trainee officers in Training Institutes

• As far as possible, Training Institutes should arrange for transportation of trainees from the Airport / the Railway Station to avoid the exposure to trainee officers in unidentified public transport.
• The Training Institutes should check the status of trainee officers on Arogya Setu App upon their arrival in the Institute.
• On arrival in the Training Institute, the Institute will ensure compliance with the quarantine requirement as per the concerned State Government guidelines.
• The rooms allotted to the trainees can serve as place for their quarantine.
• Basic screening of trainees should be done on their arrival at the designated locations and only then be allowed to proceed to their allotted rooms in secured and sanitised hostels.
• Separate hostel room should be allotted to each trainee to the extent possible. In no case, more than 2 trainees should be accommodated in one room. Training programmes should be so staggered so that all trainees have sufficient space in the hostel and there is no overcrowding.
• It should be ensured that minimal numbers of trainees are accommodated in dormitories. Special emphasis should be placed on frequent sanitisation of such common washrooms/facilities/rooms.
• Movement of trainees within the campus should be restricted and it should be ensured that trainees stay in their allotted rooms and avoid common areas such as lounges etc.
• The trainees may be encouraged to take up self-cleaning of their rooms/use washing machines / laundromats so as to avoid contact with others.
• Trainees should always maintain strict and complete isolation during the quarantine period. The food and other essentials should be provided in the hostel room of the trainee during this period.
• It should be ensured that nobody is allowed to visit the trainees in quarantine.
• Training Institutes should provide thermometers to trainees in quarantine to regularly check their temperature levels. Tele-consultation with medical staff can be arranged, if possible, by the medical Institute.
• In case, any trainee develops flu like symptoms or is tested positive for COVID19, he / she should be immediately shifted to a separate quarantine facility / designated hospital in terms of the protocols issued by the local health authorities.
• All the trainees should be asked to maintain a note of their contacts on a daily basis from the date of their arrival in the Institute.
• There will be no outdoor physical activities during the quarantine period.

III. Classroom Sessions

• During the period of quarantine of trainees, the classes should be conducted online and the trainees will access online classes from their respective hostel rooms.
• After the period of quarantine is over, the trainees can attend the classroom while maintaining social distancing, using face masks and other safety measures as prescribed.
• Sufficient ventilation should be ensured in the lecture halls/classrooms. Air Conditioners should be sanitized / cleaned as per prescribed guidelines. There should be sufficient time gaps between the consecutive sessions. Lengthy class room sessions should be avoided.
• Reading Materials and case studies etc. should be made available in advance to the trainees so as to reduce the classroom session time.
• Tea/coffee and water etc. should be served in disposable cups/glasses. as far as possible.
• Basic screening including temperature scan may be carried out daily for all the officer Trainees attending classes. Trainees found to have temperature above the normal range (that could be because of any kind of flu) may self-isolate themselves till such time the COVID 19 infection is ruled out.
• Group exercises or group meetings may be encouraged to be held in online/virtual format only

IV. Physical activities and Outdoors

• All the indoor facilities for physical exercise like Gym, swimming pool etc. should remain closed and should be operated as per the directions of the Central/State Government. The trainees may be encouraged to do Yoga in the room while maintaining social distancing.
• Decision on limited physical activities inside the campus especially during morning while following protocols may be taken by the Institution depending upon the availability of space, based on the guidelines from the Central / State Government.
• Social /cultural events or gathering or functions should be avoided during the training period.
• Outstation visits may be undertaken only after assessing the COVID 19 situation and travel related restrictions

V. Mess and Dining:

• Meal timings may be staggered appropriately with adequate intervals. A suitable time table may be disseminated to all concerned with a view to minimize the time spent in the mess/dining hall with other trainee officers.
• Mess supervisors should ensure that all trainees and mess staff wash hands properly before entry into mess/kitchen. Touchless hand sanitizers may be installed outside the mess/dining halls.
• Sufficient distance should be observed by all while inside the mess/dining hall. Seating should be so organized that the trainees do not face each other while having their meals.
• Sharing of utensils-dishes, cups, soaps, towels etc. should not be allowed

VI. General

• The officer trainees may be discouraged to go out of the campus or stay outside the campus unless it is essential to do so. Such visits should exceptional and made with the prior approval of the Director of the Institute.
• Efforts may be made to make available all the essential items such as stationery, snacks, toiletries, eatables, tea/coffee etc. within the campus.
• Immunity boosting products as recommended by the Medical Authorities and M/o AYUSH should be encouraged for use.
• Use of lifts should be discouraged. In case of using lift, the relevant etiquettes for social distancing should be strictly followed.
• In case a trainee tests positive, disinfection/sanitization/closing of the area /Institution may be done as per protocols ofCentral and State / District Health authorities.

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SOP for Engagement of Ministries/Department with PFMS and NTRP

F. No. S-11012/e-payment-PFMS/9(4)TA-II/2016-17/553

Ministry of Finance
Department of Expenditure
Controller General of Accounts

Mahalekha Niyantrak Bhawan. GPO Complex
E-Block, INA, New Delhi – 110023

Date: 07.06.2017

OFFICE MEMORANDUM

Subject: Standard Operating Procedure for Engagement of Ministries/Departments of Government of India with PFMS and NTRP.

Reference is invited to this office QM. No. S-11012/e-payment-PFMS/9(4VTA-II/2016-17/251 dated 22nd March, 2017 regarding engagement of Ministries/Departments of Government of India with PF MS and NTRP.

2. With reference to above, a Standard Operating Procedure (SoP) containing necessary guidelines / instructions for engagement of Ministries/Departments of Government of India with PFMS and NTRP is enclosed for information and necessary action. All the Ministries/Departments of Central Government are required to go through the SoP in order to submit their proposals for integration with PFMS and NTRP to office of CGA through their Pr. CCAs/CCAs/CAs. O/o CGA, alter examining the proposal with respect to the relevant Rules/Provisions of GAR, R& P Rules, GFR, DFPR etc., will forward the same to PFMS for further necessary action. The PFMS will process the proposal in consultation with the concerned Ministry/Department and CGA and implement the same finally under intimation to CGA and Ministries/Departments concerned.

3. The proposal may contain the following:-

a) The reason for integration – Payment/Receipt/Accounting/Reporting;

b) The nature of the facility which is to be integrated- Whether manual access needed or portal available

c) The details regarding portal and integration

1. Objective

ii. Scope

iii. Deliverables

iv. Status of development

v. The future Phases

vi. Timelines

d) ‘AS IS’ and ‘TO BE’ process

e) Process flows and business rules of the line function

f) Any Business Process Re-engineering (BPR) envisaged

g) Timeline envisaged for integration

h) Resources, if any available to support development

i) Expectation from PFMS/ office of CGA

j) Team for integration and nodal officer- coordinates

3. All Pr. CCAs/CCAs/CAs of Ministries/Departments of Central Government may circulate these instructions to various Departments/Wings/Divisions of their ministries for information and necessary action.

4. The Non-Civil Ministries/Departments i.e. Railways, Defence, Posts and Telecommunications may submit their proposals to this office through their accounting heads.

This issues with the approval of the Controller General of Accounts.

(Dr. Shakuntala)
Joint Controller General of Accounts
Encl: As above.

To

1. All Secretaries of the Civil Ministries/Departments of Government of India
2. Secretary (Defence Finance), Ministry of Defence
3. Controller General of Defence Accounts, Ministry of Defence
4. Financial Commissioner, Ministry of Railways, Railway Board
5. Member (Finance), Department of Telecommunications
6. Financial Advisers of all Civil Ministries/ Departments
7. Joint Secretary & Financial Advisor, Department of Posts
8. All Pr. CCAs/CCAs/CAs (I/c) of Ministries/Departments

Copy to:
l. PPS to CGA
2. PPS to Addl, CGA (GPG)
3. PPS to Addl, CGA (C)

Click here to download CGA’s OM

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Urinating in open and spitting on the central government office premises will now attract a penalty as the Centre has issued a new Standard Operating Procedures (SOP) for ‘Swachh Bharat Mission’ to ensure a clean, hygienic and healthy work environment.

Also, littering and non-collection of construction and demolition waste by the contractor will also attract the penalty.

These SOPs have been shared with all central government ministries recently asking them to follow the new procedures to ensure complete sanitation in office premises, senior government officials said.

It mandates every department to form a sanitation committee under the chairmanship of relevant Joint Secretary looking after the charge of administration to monitor compliance to the SOP.

The SOP casts an obligation on authority concerned to “impose penalty on defaulters for littering, spitting and open urinating” besides conducting surprise inspections of the office premises to ensure a clean, hygienic and healthy work environment.

“If contractors have the obligation to collect the construction and demolition waste, it should be done immediately after all work is finished. Failure to do so will attract penalty,” says the SOPs, sent to secretaries of all central government ministries.

The central government departments have been asked to carry out self-assessment and ratings for the buildings on overall sanitation infrastructure by measuring their effort in removing paan and gutkha stains, providing dustbins and required number of urinals to meet the cleanliness needs.

Prime Minister Narendra Modi had in October 2014 launched the Swachh Bharat Mission with an aim to make the country absolutely clean by October 2, 2019.

All government departments have been asked to ensure collection of waste, rubbish and debris inside and outside the building and garden or open spaces and dispose as per set frequency, the SOP said.

An intensive cleaning of the entire office premises should be carried out at least once in two months which should also involve participation of all officials and staff (through Shramdaan) for disposal of redundant or unused hardware, furniture which can be added to inventory and re-allocated as per demand, it said.

“Weeding and recording of files should be resorted to at least once in six months. The records in the record room should be reviewed once a year and destroyed as per guidelines. This would ensure that constant space is created for keeping more recorded files. If necessary extra manpower for this purpose should be resorted to,” the SOP said.

The purpose of this SOP is to improve current cleanliness levels in the government of India offices. The primary way to achieve cleanliness is through inculcating good sanitation and hygiene practices in employees and visitors, it said.

PTI

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GOVERNMENT OF INDIA (BHARAT SARKAR)
MINISTRY OF RAILWAYS (RAIL MANTRALAYA)
RAILWAY BOARD

NO.E (G)/ 2012/FE-01-3(SOP)

New Delhi, Date: 21-08-2012.

The General Managers,
All Indian Railways/Production Units,
(As per standard list).

Sub: Standards of Operating Procedures (SOP) on membership of professional bodies and re-imbursement of membership fee.

Ref: Board’s letter of even number dated 13-07-2011.

Several Instructions have been issued from time to time on the subject of recognition of reputed professional Institutions/Societies (both national and International) and on the procedures, terms and conditions governing such re-imbursement with an objective to encourage Railway personnel take membership and avail of re-imbursement to the tune of 90% of membership fee.

2. The question of having a self-contained booklet on the subject which provides for the relevant guidelines in a summarized form and providing therewith interpretations of the intricate instructions/orders pertaining to the subject was under consideration for quite some time. A booklet as Standards of operating Procedure (SOP) in bilingual form has been prepared on the subject and is enclosed which may facilitate smooth implementation of the policies on the
subject.

3. The booklet must not be used as a substitution to the original instructions but to be used only as guidelines/hand out.

4. Wide publicity may be given at all relevant levels.

5. This issues with the concurrence of Finance Directorate of the Ministry of Railways.

6. Please acknowledge receipt.

sd/-
(P.P.Sharma)
Executive Director Estt.(Gen.)

To See the Standards of Operating Procedure (SOP)

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